AP Specialist Accounting
- Be charming by being approachable, having confidence and showing respect. • Stay in the moment by understanding and anticipating guests' needs, being attentive and taking ownership of getting things done.
- Make it memorable by being knowledgeable, sharing stories and showing your style to create moments
- Maintain accurate files on all authorized purchase orders according to Accounting procedures.
- Review open P.O.'s and resolve with Purchasing Agent
- Match receiving invoices to authorized P.O.'s and review accuracy of charges; reconcile differences with Purchasing Agent and/or vendor.
- Prepare authorized invoices for payment to vendors according to Accounting procedures.
- Balance food and beverage invoices with Daily Receiving Report.
- Verify ledger codes, batch invoices and post invoices following system procedures and Accounting policies.
- Print checks and attach to matched documentation; distribute to designated personnel for authorized signature.
- Receive manual check requests and verify accuracy of information and authorized approvals; input into vendor master as paid after cutting the check.
- Trace all authorized service and contract payments and process payments according to contracted due dates.
- Maintain accurate record of all issued checks.
- Cancel invoices and void checks as assigned by Controller, following Accounting procedures.
- Complete month-end closing procedures as specified, including monthly reports.
- Attends monthly meetings to review issues and concerns.
- Be familiar with all hotel services/facilities to respond to guest inquiries accurately. Promote positive guest relations.
- Print designated reports and distribute as specified by Controller.
- Handle guest complaints following the six step procedures and ensuring guest satisfaction.
- Handle disputed charges by guests courteously following department procedures.
- Place signed checks in envelopes after authorized release is given from Controller and mail to vendors.
- Create new vendor accounts in system and update vendor master accounts
- Prepare applicable government, federal or required reports (i.e., sales tax, 1099, state liquor) according to Accounting standards.
- Ensure security of all unused checks.
- Follow up on goods received without invoices.
- Review vendor statements and reconcile any disputes. Resolve any invoices which are beyond the acceptable terms for payment.
- Set up and organize work station with designated supplies, forms and resource materials; maintain cleanliness at all times.
- Report shortages to supervisor.
- High School Education a minimum of grade twelve (12); Ability to research and investigate disputed charges
- Experience in Accounting preferable in Accounts Payable in the Hospitality Industry and Guest Communications High school graduate.
- Communicate in English with guests, management and co-workers to their understanding
- Provide legible communication both in written and oral
- Ability to compute mathematical calculations.
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